Detailed job description and main responsibilities

To ensure the provision of an effective, efficient, confidential secretarial and administrative support service to the Community Paediatricians within the Children's Complex Health service to ensure an efficient service is provided to service users. 

Liaising with health professionals and parents/carers to organise clinic appointments and school visits.

Booking interpreters as required.

Typing letters using DictateIT audio typing system, ensuring clinic letters are typed and sent out  within time limits. These letters may contain highly confidential and sensitive material and following up any necessary actions. 

Sending out appropriate documentation to parents/carers/patients with appointment letters. 

Amending service documentation as required.

To liaise with health professionals and appropriate Education and Social care establishments to support the Community Paediatrician team meaning they can optimise clinical time. 

To maintain and control electronic community health records for children within the designated responsibility of the Paediatrician to ensure they provide up to date and relevant information for health professionals. This will involve scanning documents into the child health records in a timely manner to ensure the patient records are always up to date.

To address any enquiries made by telephone, email, written letter or face to face from parents/carers with discretion, in a helpful, professional manner, making decisions where necessary and following up any actions required to optimise the services offered. 

To act as the Paediatrician’s first point of contact regarding their patients or service users, passing on relevant information as appropriate, to coordinate and facilitate effective communication links.

      To carry out any other secretarial/admin related tasks as requested by        the Paediatricians to meet the needs of the service.

Ensure that information is up to date ready for appointments.

Exercise independent judgement and initiative based on acquired experience and knowledge when queries or problems arise, taking appropriate action to resolve problems or referring them to the appropriate person.

To be familiar and compliant with relevant Trust Operational, Human resources and Health and safety procedures.

To keep up to date with and attend training on revision to information systems or changes in the protocol of inputting data in the light of Local and National initiatives.

To participate in Individual Performance Review and Personal Development plans on an annual basis and to undertake training and development as identified by the requirements of the post.

Work with other administrative colleagues to collectively implement policies and procedures in an effort to implement more efficient working practices.

To support other administrative roles in the children’s complex health team service to carry out general administrative procedures as listed above as needed and requested by the children’s complex health admin manager.